Digital Strategic Plan and Enterprise Resource Planning NOVEMBER 15, 2016 CITY COUNCIL WORK SESSION

Transcription

1 Digital Strategic Plan and Enterprise Resource Planning NOVEMBER 15, 2016 CITY COUNCIL WORK SESSION 1

2 Digital Strategic Plan (DSP) AGENDA 1. DSP Goals & Objectives 2. DSP Findings & Opportunities 3. DSP Initiatives 4. DSP Roadmap & Investment 5. City & Community Benefits 6. Enterprise Resource Planning (FUND Replacement) 7. DSP Possible Future Action and Next Steps 2

3 Technology offers many exciting paths... which is the right one for the City of Berkeley? Online Service Delivery Apps 24x7x365 Services Cloud Computing Open Data / Government Mobile Devices (Staff & Public) Gov 2.0 Social Media 3

4 Accomplishments in last 365 days Achieved Payment Card Industry (PCI) Compliance 13,963 Service Requests Completed 25 Projects Completed 33 Projects currently In- Progress 4

5 Digital Strategic Plan (DSP) Goals Adopt a plan that is: Actionable Technologically viable Financially responsible Responsive to the needs of the Berkeley community 5

6 DSP Objectives, leverage emerging technology to: Provide extraordinary customer service Yield operational excellence Support City activities more cost effectively Make best use of resources Increase accountability & transparency Foster innovation & transformational change 6

7 Participatory DSP project Approach Management interviews Focus Groups with IT staff City Staff responded to Online Staff Survey Rapid Workflow Workshops Staff participated Staff attendance (several staff attended more than 1 workshop) 7

8 Findings and Opportunities 1. New Enterprise Systems 2. Alignment with City Strategic Plan 3. New Leadership Team 4. Highly Professional City Staff 5. Support for Cyber Security Resilience Strategy 8

9 Digital Strategic Plan (DSP) Initiatives Prioritization Criteria Operational business needs Increased revenue generation Improved staff productivity Cost savings Enhanced customer service 9

10 Opportunities for Transformational Change The City s website design is dated City has aging Enterprise applications City is not leveraging modern service delivery software City s networking / communications infrastructure needs improvement Recommendation is to redesign the City website and focus on online customer service delivery Recommendation is to continue replacing aging enterprise applications Recommendation is to implement modern solutions Recommendation is to implement Wi-Fi at all City facilities, update/expand City s Fiber Network 10

11 Opportunities for Transformational Change The City does not have IT Governance policy or process Improve capacity to implement current/dsp projects IT Funding Model and Resources need to be realigned to support DSP Recommendation is to implement an IT Governance structure, process, policies and practices Recommendation is to align IT Organization s skillsets and capacity to effectively support the City s technology infrastructure Recommendation is to restructure the department funding model and to train and adopt rigorous IT Project Management best practices 11

12 Digital Strategic Plan (DSP) Roadmap and Initiatives 5 Year DSP roadmap will help Develop high performance, reliable Citywide IT Align DSP with City s Strategic Plan Invest in IT based on assessment of costs, benefits and risks Support Cost effectiveness while improving quality of services Support implementation of new Enterprise Applications 12

13 DSP - Estimated Five Year Investment Hardware/Software installation 25,000,000 20,000,000 15,000,000 10,000,000 5,000,000 0 YEAR 1 - FY17 (Jul Jun 2017) YEAR 2 - FY18 (Jul Jun 2018) YEAR 3 - FY19 (Jul Jun 2019) YEAR 4 - FY20 (Jul Jun 2020) YEAR 5 - FY21 (Jul Jun 2021) Total Investment Each Year 2,419,184 9,662,078 8,033,400 5,992,777 5,265,676 Professional Services 1,402, ,168 1,490, , ,000 Systems & SW Maint. 1,016,684 4,695,910 1,947,826 3,739,777 3,753,276 ERP Software Costs 0 4,000,000 4,595,574 1,488,000 1,112,400 ERP Software Costs Systems & SW Maint. Professional Services 13

14 DSP City and Community Benefits Improved staff efficiency Improved customer service Cost savings Staff time savings Improved accuracy Quality improvement Improved staff morale Staff satisfaction Reduces 311 costs Process improvement 14

15 ERP Modules included in Project Once the City has selected a vendor for the ERP, the project team will move forward with a plan to replace the additional modules in FUND$ through RFP processes and search out optimal solutions for the following functions: Core Financials/ HR Contract Management / CAFR Refuse Billing Work Order System Fleet and Facilities Management Performance Evaluations Learning Management System Business License Property Tax Assessment Printers and Timesheet Workstations 15

16 CITY STAFFING DURING IMPLEMENTATION Cross Phase (3.6 FTE) 1 - Core Financials (3FTEs) 2 - Core HR/Payroll (2 FTEs) CITY STAFFING DURING IMPLEMENTATION Resource Effort (% of FTE) Project Manager 1.0 Change Manager 1.0 Technical Lead 0.8 Technical Support 0.8 Total 3.6 FTE GL / Accounting Lead 1.0 Procurement Lead 0.75 Projects Support 0.5 AR Support 0.5 Capital Assets Support 0.25 Total 3.0 FTE HR/Position Control and Support Lead 1.0 Payroll/ Time Entry Lead 0.5 Benefits Lead 0.5 Total 2.0 FTE 16

17 Key goal and success indicators: Enterprise Resource Planning FUND Replacement Improve business processes based on best practices Improve grant, project and budgeting processes and functionality Employ strategic use of modern technology and streamlined software solutions Eliminate duplicate data entry Provide user-friendly reporting tools for staff Reduce paper use Broaden employee self-service capabilities Broaden vendor self-service capabilities Improve service delivery 17

18 ERP Next Steps November 2016 January 2017: Complete the RFP selection process and propose a selected vendor to council with details of the selection process and explanation of preferred vendor. February March 2017: With executed contract in place, the project team will begin work the contracted vendor immediately to begin our shift to a new ERP. April June 2017: Provide Council and staff with a detailed plan for implementation with clear milestones and detailed Change Management Plan. July August 2017: Complete detailed plan for selection of additional module replacements to completely replace current financial system. 18

19 DSP Possible Future Action and Next Steps Adopt the 5-year DSP Implementation Roadmap Allocate IT Internal Service Fund model to sustain the DSP Roadmap Adopt IT Governance/Enterprise Architecture Proceed with Year 1 DSP Initiative implementation Future Items: Staff additional positions in IT Department Staff will follow procurement guidelines as identified by the City Policy Currently part of CIP Budget process and needs to reflect the increases/changes in licensing and infrastructure replacement costs. Internal staff time impacts only Initiatives are already approved by Council as part of FY17 budgeting and included as operational budget for the departments. Staff will follow admin regulations and bring to Council for approval 19

20 Questions Answers 20